SCHEDULE C – FORM OF PROPOSAL
RFP Project Title: Graffiti Abatement Services (Civic Buildings & Parks Facilities)
RFP Reference No.: 1220-030-2014-004
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative: Richard Oppelt, Purchasing Manager,
Address: City of Surrey (New City Hall)
Reception Counter, Ground Floor - Tender Depository Box
13450 104 Avenue
Surrey, BC V3T 1V8
Dear Sir:
1.0 I/We, the undersigned duly authorized representative of the Proponent, having received and carefully reviewed all of the Proposal documents, including the RFP and any issued addenda posted on the City Website, and having full knowledge of the Site, and having fully informed ourselves as to the intent, difficulties, facilities and local conditions attendant to performing the Services, submit this Proposal in response to the RFP.
2.0 I/We confirm that the following schedules are attached to and form a part of this Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical/Management Proposal; and
Schedule C-4 – Proponent's Financial Proposal.
3.0 I/We confirm that this proposal is accurate and true to best of my/our knowledge.
4.0 I/We confirm that, if I/we am/are awarded the agreement, I/we will at all time be the “prime contractor” as provided by the Worker's Compensation Act (British Columbia) with respect to the Services. I/we further confirm that if I/we become aware that another contractor at the place(s) of the Services has been designated as the “prime contractor”, I/we will notify the City immediately, and I/we will indemnify and hold the City harmless against any claims, demands, losses, damages, costs, liabilities or expenses suffered by the City in connection with any failure to so notify the City.
This Proposal is submitted this ______day of ______, 201_.
I/We have the authority to bind the Proponent.
______(Legal Name of Proponent)
______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory) / ______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory)
SCHEDULE C-1 - STATEMENT OF DEPARTURES
1. I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City, I/we would be prepared to enter into that Contract, amended by the following departures (list, if any):
Section Requested Departure(s) / Alternative(s)
2. The City of Surrey requires that the successful Proponent have the following in place before commencing the Services:
a) Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved, personal operator protection (P.O.P.) will be provided,
Workers' Compensation Registration Number ______;
b) Prime Contractor qualified coordinator is Name: ______
and Contact Number: ______;
c) Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the City as additional insured and generally in compliance with the City’s sample insurance certificate form (available on the City's web site at www.surrey.ca (go to Doing Business, then Insurance Certificates) titled City of Surrey Certificate of Insurance Standard Form);
d) City of Surrey business license;
e) If the Proponent's Goods and Services are subject to GST, the Proponent's GST Number is ______; and
f) If the Proponent is a company, the company name indicated above is registered with the Registrar of Companies in the Province of British Columbia, Canada, Incorporation Number ______.
As of the date of this Proposal, we advise that we have the ability to meet all of the above requirements except as follows (list, if any):
Section Requested Departure(s) / Alternative(s)
3. I/We offer the following alternates to improve the Services described in the RFP (list, if any):
Section Requested Departure(s) / Alternative(s)
4. The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3 of this Schedule C1 will not form part of the Contract unless and until the City agrees to them in writing by initialling or otherwise specifically consenting in writing to be bound by any of them.
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SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach additional pages, if necessary):
(i) Location of branches, background, stability, structure of the Proponent;
(ii) Proponent’s relevant experience and qualifications in delivering Services similar to those required by the RFP;
(iii) Proponent’s demonstrated ability to provide the Services;
(iv) Proponent’s equipment servicing resources, capability and capacity, as relevant;
(v) Proponent’s references (company name, contact name, and telephone number). The City's preference is to have a minimum of three references;
(vi) Proponents should provide information on the background and experience of all key personnel proposed to undertake the Services (use the spaces provided and/or attach additional pages, if necessary):
Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
Name:
Experience:
Dates:
Project Name:
Responsibility:
Name:
Experience:
Dates:
Project Name:
Responsibility:
Sub-contractors
(vii) Proponents should provide the following information on the background and experience of all sub-contractors proposed to undertake a portion of the Services (use the spaces provided and/or attach additional pages, if necessary):
DESCRIPTION OF SERVICES / SUB-CONTRACTORS NAME / YEARS OF WORKING WITH CONTRACTOR / TELEPHONE NUMBER AND EMAIL- END OF PAGE –
SCHEDULE C-3 - PROPONENT’S TECHNICAL / MANAGEMENT PROPOSAL
This section provides the City with a better understanding of the business and technical objectives to be provided by the Proponent. Provide responses to the following:
1. Capability, Technical Knowledge and Management Approach:
Provide a narrative describing:
· your firm’s resources, strengths, and attributes and how those items would be used to perform the Services required;
· your firm’s operations and maintenance capability, explain how your company will meet the City’s needs;
· your firm’s ability to enhance service quality [strategies, or concepts] reduce costs, or otherwise improve the performance of the Services to be provided;
· your communications resources, including on-line internet access [the technical ability to send jpeg files with statistical information and digital pictures (before and after)], cell phones, two-way radio communications, use of hand held computers, to maintain contact with the City and in the event of an accident will allow for immediate contact with emergency response units. This must include the ability to have complaint messages left twenty-four (24) hours per day;
· methodology used on the organization of patrols on a daily or weekly basis covering the entire City to ensure graffiti is timely reported and removed; and
· your procedures and process regarding your capability, technical knowledge and experience to provide:
(a) Scratchitti Removal process to all glass panes, including the installation of a sacrificial film; and
(b) Graffiti Barrier / Anti-Graffiti Coatings for all types of surfaces.
2. Start-Up Plan:
Provide a narrative describing:
· your firm’s plan of operation, including:
(a) working with the various department representatives and other to develop a graffiti abatement Services program; and
(b) methods for implementing such a plan;
· identify the issues that will need to be addressed in the start-up and your plan for addressing these matters; and,
· all major activities you will perform during the contract start-up.
3. Preventive Maintenance Program:
Provide a narrative describing how your proposed preventive maintenance program would operate. At a minimum, this should include but not limited to the following:
(a) demonstrate that your organization has an established preventive maintenance program;
(b) innovative and pro-active initiatives to reduce graffiti; describe how you will encourage stopping graffiti (i.e. incentive of fixed fee means you'll have less work but receive the same dollar compensation);
(c) automated maintenance management information system; and
(d) levels of inspections, intervals, and the types of inspections and/or components serviced at each interval.
4. Staffing Plan:
Provide a staffing plan identifying:
· the project's staff. Describe their duties and qualifications for the specific responsibilities assigned to them. Indicate the amount of time that the principal members of the project's staff will devote to the project;
· details of your back-up staffing plan, in the event of illness, vacation or injury to staff assigned to this work; and
· sub-contractors to be used, describing the arrangement with the Proponent as well as their role in performing project Services.
5. Quality Control Program:
A statement explaining how your proposed Quality Control Program would operate. At a minimum, this should include but not limited to the following:
· demonstrate that your organization has an established quality control plan, for identifying and preventing deficiencies in the quality of Services. General performance monitoring and supervision of the service is a fundamental requirement. Include herein information regarding systems you utilize to measure baseline service levels, addressing staff changes, site familiarity and the company’s ability to provide evidence of monitoring of performance; and,
· include a copy of your quality control program and additional supportive information.
6. Occupational Health and Safety Program:
A narrative explaining your occupational health and safety program:
· demonstrating that your organization has an established Occupational Health & Safety Program that fully meets the requirements of the W.C.B.; and,
· providing a copy of their Occupational Health and Safety Program.
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SCHEDULE C-4
PROPONENT’S FINANCIAL PROPOSAL
Indicate the Proponent’s proposed fee (excluding GST), and the basis of calculation (use the spaces provided and/or attach additional pages, if necessary).
Schedule of Rates:
Item No. / Description / Estimated Number of Hours / Hourly Rate / LUMP SUM FEETotal Price
(12 Month Period)
A / Civic Buildings
B / Park Sites - South
C / Park Sites - North
Disbursements
Subtotal:
GST:
TOTAL PROPOSAL PRICE:
Additional Expenses:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included within the Fees, other than the expenses listed in the Contract as Disbursements. Details of Disbursements are to be shown in the chart above. Please indicate any expenses that would be payable in addition to the proposed Fees and proposed Disbursements set out above:
Payment Terms:
A cash discount of ______% will be allowed if account is paid within ______days, or the ______day of the month following, or net 30 days, on a best effort basis.
SCHEDULE C-4
PROPONENT’S FINANCIAL PROPOSAL (Continued)
Payment by the City of these Fees will be full payment for the Services and the Contractor will not be entitled to receive any additional payment from the City regardless of the number of visits required to each facility / site. Each site is to be priced separately. The proposed prices must be all inclusive for providing the Services specified and described herein. This service must conform to all applicable codes and regulations and the proposed price(s) must include the cost of complying with all applicable codes and regulations during the life of the Agreement.
If, in addition to the total proposed price, there are any other charges or other financial obligations required of the City, they must be clearly identified and quantified.
Buildings are to include all exterior surfaces, including the perimeter. Parks are to be priced from “curb-to-curb”, unless otherwise stated below.
Park washrooms are to include all exterior and interior walls. Graffiti on the walls inside the washrooms is not to be considered as outside of scope. It will not be accepted as an outside scope and therefore, no add-ons will be applicable.
The following sections may be awarded in whole, or in part by each facility, or each park, or by grouping. The City has the right to not award any part of the agreement.
A. CIVIC BUILDINGS
Facilities / Monthly Rate / Extended Amount for 12 Months /Bridgeview Community Centre / $______ / $______
Chuck Bailey Recreation Centre / $______ / $______
Don Christian Recreation Centre / $______ / $______
Fleetwood Recreation Centre / $______ / $______
Fraser Heights Recreation Centre / $______ / $______
Newton Ice Arena / $______ / $______
Newton Library / $______ / $______
Newton Seniors Centre / $______ / $______
Newton Wave Pool / $______ / $______
North Surrey Recreation Centre / $______ / $______
Sunnyside Hall / $______ / $______
Surrey Fraser Clinic / $______ / $______
Civic Buildings Sub-Total:
(Carry this Sub-Total to Schedule C-4 [on page #50]) / $______
B. PARK SITES – SOUTH
Park Site / Monthly Rate / Extended Amount for 12 Months /Bakerview Park / $______ / $______
Blackie Spit Park / $______ / $______
Cloverdale Athletic Park / $______ / $______
Cloverdale Youth Park / $______ / $______
Crescent Beach Park / $______ / $______
Crescent Park / $______ / $______
Hazelnut Meadows Community Park / $______ / $______
Hillcrest Park / $______ / $______
Kabbadi Park / $______ / $______
Katzie Park / $______ / $______
Kwomais Point Park / $______ / $______
Magee Park / $______ / $______
Serpentine Greenway / $______ / $______
South Surrey Athletic Park – North / $______ / $______
South Surrey Athletic Park – South / $______ / $______
Sunnyside Park / $______ / $______
Tamanawis Park / $______ / $______
Unwin Park / $______ / $______
Park Sites – South Sub-Total:
(Carry this Sub-Total to Schedule C-4 [on page #50]) / $______
C. PARK SITES – NORTH
Park Site / Monthly Rate / Extended Amount for 12 Months /AHP Matthew Park / $______ / $______
Bear Creek Youth Park – only / $______ / $______
Chuck Bailey Youth Park – only (Removals only) / $______ / $______
Dominion Park / $______ / $______
Erma Stephenson Park / $______ / $______
Fleetwood Park / $______ / $______
Fraser Heights Youth Park / $______ / $______
Fraser Heights Tennis Courts – all courts / $______ / $______
Hawthorne Park / $______ / $______
Hjorth Road Park / $______ / $______
Holland Park / $______ / $______
Lionel Courchene Park / $______ / $______
North Surrey Community Park / $______ / $______
Royal Kwantlen Park / $______ / $______
Surrey Sports & Leisure Park, Skate Board Park Only / $______ / $______
Whalley Athletic Park / $______ / $______
Park Sites – North Sub-Total:
(Carry this Sub-Total to Schedule C-4 [on page #50]) / $______
D. Additional Services
In addition to the Services, the City invites information about any additional, optional Services that the Proponent provides. A Proponent may submit information for other Services that the Proponent feels would be in the best interest of the City. The City may be interested in the following optional Services.